Status - projects and stages

Setup which status options are shown for use with your projects and project stages. Learn about the default status options, and add customized project statuses to any of the default status type groupings. Use statuses to track the progress of the project or stage though your internal project workflows.

*This feature is available with the Synergy Business or Enterprise products.*

Setup required before use

Available in

Who can use it?

Where is it?

n/a

Business

Enterprise

Assistant system administrator

System Administrator

Settings > Project lists > Status

What are the project status options?

Allow your staff or team to easily see what stage the project is up to by assigning a customized status name. Customize the name of the status to reflect the different stages or project life cycle points that work goes through in your organization. The standard default and custom status options are available for use in both projects and stages. Status options can be shown in reports and used as report filters. e.g. Show all projects that have the status 'in construction' within the active status type.

Why you should use the project status options?

Actions available

Include extra status options for use on projects and stages. Additional status options can be added to any of the status type groupings. Add a custom status by:

Go to: Settings > Project lists > Status.

Click the Add button in the top right corner.

Type the 'name' for the status to be shown in drop down lists and reports. e.g. bid withdrawn.

Select the status type group that the custom status will be linked to. e.g. link bid withdrawn to the 'unsuccessful' status group.

Enter the likelihood percentage (for proposal status type options only) to reflect the percentage chance of winning this work. This will be used in the project weighted forecast reports to adjust the forecast fee values.

Change an existing custom status to be inactive to stop it being shown as an option on the change project status page. Marking a status as inactive will not remove the status from existing projects or stages, it will simply stop it from being available for future use. Mark a custom status as inactive by:

Go to: Settings > Project lists > Status.

Click the row action button and select 'edit'.

Uncheck the active box.

Save and close.

The list is refreshed and the inactive row is shown with a strike-out style applied.

Tips:

Only custom status options can be made 'inactive'. The default options (shown as locked rows) cannot be made inactive.

Use the list filter 'all' to find both active and inactive status options.

Change the name of any of the custom status options. This updates the status name in all the linked projects or project stages. It is not possible to change the name of the default status types, these items are shown as locked in the list. Edit the name of a custom status by:

Go to: Settings > Project Lists > Status.

Click on the row you want to update, or click the row action button and select 'edit'.

Type a new 'name' for the status.

Enter the likelihood percentage (for proposal status type options only) to reflect the percentage chance of winning this work. This will be used in the project weighted forecast reports to adjust the forecast fee values.

Save and close.

Tip: The name of a custom status can be changed, however the type cannot be altered.

Search

When a large number of items exist use the search or filter options to limit the number of rows shown in the list.

Search by clicking the search button and typing the keyword into the search box. To return to seeing all items in the list click the clearbutton in the search bar.

Tip: Learn more about searching with the list search or the global search.

Filter

Filter the list by selecting the search button . See the available filters by clicking the word 'active'. Select a filter from the drop down list and click the search button to apply the filter. The filter options are:

Active - the default list filter that shows the items that can be used (seen in drop down lists).

Inactive - see the items that can no longer be used, and are only shown when still linked to existing records.

All - see both active and inactive items in the list.

Tip: Return to the default view by choosing the clear button in the search bar.

Sample custom project status items are created for each new organization. This sample data is added to show what custom status options might be required for your organization. Make 'inactive' any of the project status options that are not required, if they are not marked as locked.

Status samples

Status type

Likelihood percentage

Locked

Proposal

Proposal

30%

Y

Contract negotiation

Proposal

80%

EOI

Proposal

10%

Prospect

Proposal

5%

Shortlisted

Proposal

40%

Submitted

Proposal

30%

Tender

Proposal

20%

Active

Active

-

Y

At council

Active

-

Construction

Active

-

Design

Active

-

Documentation

Active

-

Defects

Active

-

Pending Invoice

Pending Invoice

-

Y

Budget reached

Pending Invoice

-

Finished

Pending Invoice

-

On-hold

Hold

-

Y

Credit hold

Hold

-

Client dispute

Hold

-

Client liquidation

Hold

-

Unsuccessful

Unsuccessful

-

Y

Bid withdrawn

Unsuccessful

-

Not proceeding

Unsuccessful

-

Bid unsuccessful

Unsuccessful

-

Complete

Complete

-

Y

Job canceled

Complete

-

Job incomplete

Complete

-

Columns available

Name: The description of the status option. The name can be amended for custom status rows, but default status rows are shown as locked and the name cannot be amended. Try to make the name meaningful to explain the reason for the custom status, as this is shown to staff when working in projects, and can be added to reports.

Type: The category or types are proposal, active, pending invoice, complete, unsuccessful, and on hold. Custom statuses can be created for any of the status types. The type for cannot be changed on any custom status after saving the new item.

Likelihood %: This shows the percentage chance of winning the proposal type work. This is used by the project forecast, and weighted forecast reports to adjust the forecast fee values in the weighted forecast report. Learn more about forecasting.

Active: The status is active when this column is checked, and is available for use for projects and stages. Make a status inactive (uncheck the active box) to stop future use of the item by removing it from lists. Marking a status as inactive will not remove the status from existing projects or stages.

Locked The rows with the locked symbol are the system defaults and they cannot be edited. All rows without the locked symbol are custom status options and the name can be changed using the 'edit' option found using the row action button .